Event Coordinator

Job Title: Event Coordinator

Reports To: Property Manager

Job Summary:

We are looking for a highly motivated and enthusiastic individual to join our growing organization as an Event Coordinator for an Active Adult community. The duties and responsibilities of an Event Coordinator center on planning and managing events of varying sizes and purposes. Coordinators must understand what it takes to make sure the logistics work out, keep everything within the allocated budget, arrange onsite event vendors, ensure that the event itself is carried out smoothly. This candidate must be a highly motivated, career oriented team player who thrives in a team environment while also being enthusiastic and passionate about creating a sense of community and promoting the well-being of all residents.

Essential Responsibilities:

• Execute the creative planning, promotion and implementation of recreation activities, up to and including attention to financial and time constraints. The expectation is to have a resident engagement and/or resident activity daily.
• Ensure timely delivery of birthday cards to all residents for the current month.
• Provides excellent customer service and communication to all residents, family members and visitors, while promoting the community’s values.
• Managing events and addressing potential problems that may arise or impact the integrity of the event.
• Monitors the Clubhouse usage and coordinates the rental schedule
• Tracks event/program enrollment by distributing a quarterly survey to evaluate success rate of recent events and requesting suggestions for new ones.
• Works with community to innovate and plan new ideas and events, in addition to planning, hosting and attending all events. These events will be included in the monthly newsletters, as well as emailed out to all residents.
• Performs special projects as assigned by Property Manager.
• Ability to work a flexible schedule including split shifts, evenings, weekends, and holidays per event scheduled.
• Establishing and maintaining relationships with vendors and venues, to include contract negotiation to achieve the most favorable terms. This will also include securing new vendors and ensuring they become approved vendors and remain compliant.
• Provide feedback to Property Manager about budgeting related items, to include feedback for upcoming year budget preparation.
• Detailed recap of the event through social media postings to evaluate the event’s success.
• Create and maintain a new resident orientation to ensure a seamless move in process for all incoming residents.
• Prepare and distribute monthly activity schedules and newsletters, making necessary updates. Canva will be utilized to assist with content creation.

Other Responsibilities:

The Event Coordinator may need to assist with leasing and marketing activities on an as-needed basis. Those duties will include:

1. Performs all sales and leasing activities to achieve the community’s revenue and occupancy goals by greeting and qualifying prospects, conducting community tours and showing apartments, processing applications, credit screening, and criminal background checks, preparing the lease and move-in package, and ensuring a smooth resident move-in and lease signing.

2. Inspects apartments prior to resident move-in and ensures apartments are in move-in ready condition and schedules any outstanding item to be addressed with the maintenance team.

3. Designs and executes marketing activities to create and drive traffic to the community, including implementing resident referral and employer outreach programs, using internet marketing tools (Craigslist, Facebook, e-mail, and other websites), and following other community-specific marketing plans, drives, and special programs.

4. Uses the on-site property management software (OneSite, Yardi, etc.) to track apartment availability, record traffic and leasing activities, manage resident and prospect data, and capture critical demographic and other information about existing and future residents.

5. Ensures that the community and show units meet the Company’s standards for show quality by daily inspecting the marketing corridor and leasing tour, communicating maintenance and upkeep needs to the community’s maintenance team members, merchandising and ensuring a physically appealing show unit and/or model and amenities, and preparing the leasing office for daily leasing activities.

6. Follows-up with prospects and new residents to ensure satisfaction by sending e-mail, thank-you notes, and cards or making telephone calls or other contacts to finalize decisions to lease and/or renew.

7. Executes and performs activities in support of the community’s lease renewal program by preparing lease renewal letters and packages for residents, meeting with and contacting renewing residents in advance of move-out dates and ensuring that lease renewal documents are signed and implemented on time.

8. Responds quickly and courteously to resident and client/owner concerns and questions and takes prompt action to solve problems and/or document and convey resident or other requests to the appropriate individual(s).

9. Must be able to work a flexible work schedule, which includes weekends and/or holidays

Requirements and Skills:

• Proven experience as Event Coordinator or Activities Director.
• A proven track record of organizing successful events
• Proficient in MS Office
• Excellent vendor management skills
• Outstanding communication and negotiation ability
• Well-organized with multi-tasking skills
• Able to handle stress and remain calm
• Problem-solving ability
• Degree in hospitality management or public relations with a focus on event management.

Working Conditions:

• Incumbents work in an office environment, but also may have frequent exposure to outside elements where temperature, weather, odors, and/or landscape may be unpleasant and/or hazardous.